Filing an Electronic Disclosure 

A conflict of interest can jeopardize the integrity, objectivity, and viability of Downstate research projects. In addition, State, Federal and sponsor scrutiny leave little room for error in identifying and managing these conflicts.

COMING SOON: MYResearch is a web-based application that automates and organizes one's research projects: grants, agreements, IRB, IACUC and COI. Its automated interface features a 'smart form' that enables users to quickly and conveniently submit the Downstate Financial Disclosure Form. The COI module will maintain electronic copies of all Investigators' Form submissions, and, for your convenience, starting in 2027, the COI module will auto-populate previously submitted information / answers so they will not have to be re-entered year after year. The COI module has security controls that enable disclosures to be maintained securely and privately.

COI Electronic Disclosures – Who Must File

Conflicts of Interest Disclosure Forms must be submitted by all funded and unfunded Investigators.

Investigator: An Investigator, for COI purposes, is defined as the project director, Principal Investigator, co-Principal Investigator, or any other person, regardless of title or position, who is responsible for the design, conduct or reporting of research. The PI is responsible for identifying all Investigators involved in their research activities. If the role of an individual is unclear and that individual has been previously designated as an Investigator, compliance with all training and filing requirements will be expected.

Staff and trainees, such as postdoctoral fellows, graduate and medical students, residents and fellows, and technicians who perform research tasks (including, but not limited to: recruit patients, collect data, handle data, enter data into an electronic capturing system, perform experiments, implement a protocol) under supervision but are not responsible for the design/conduct/reporting of research are not considered Investigators for purposes of COI.

Any individual who is required to submit a Conflicts of Interest Disclosure Form must also complete Conflicts of Interest Training.

 

COI Electronic Disclosures – When and How to File

Disclosures are required in the following instances:

1. Annual Disclosures: The Downstate Financial Disclosure form for all Investigators must be submitted on an annual basis.
2. A Research Inititiated disclosure may be required when a new or amended application/award/study presents changes from the annual disclosure. This may occur at the time of submitting a grant application, accepting a new award or a protocol change (IRB or IACUC).  Depending on the project and business office responsible for reviewing this change, you will be prompted by that business office to complete the Research Inititiated disclosure.
3. New Disclosures: An updated Downstate Financial Disclosure Form must be submitted within thirty (30) days of a new Outside Activity or interest that falls under this policy.

Please note that Investigators who do not complete an annual disclosure and/or a required declaration of new research initiated disclosure will be restricted from study approval and will have holds placed on any award account expenditures. This pertains to all research staff who meet the COI definition of "Investigator" as identified by the Principal Investigator for each particular study